Library Commission Minutes - December 4, 2001

Minutes of the regular meeting of Tuesday, December 4, 2001.(As approved amended January 2, 2002)
The San Francisco Public Library Commission held its regular meeting on Tuesday, December 4, 2001 in the Koret Auditorium, Main Library.
The meeting was called to order at 4: 09PM by President Higueras.
The following members were noted present: Commissioners Bautista, Coulter, Higueras, Streets, and Swig.
Commissioner Steiman was noted excused attendance.
AGENDA ITEM #1 APPROVAL OF THE MINUTES OF THE MEETING OF NOVEMBER 7, 2001
Public comment on AGENDA ITEM #1 APPROVAL OF THE MINUTES OF THE MEETING OF NOVEMBER 7, 2001.
Mr. Warfield cited a number of omissions of meeting discussions from the Minutes and recommended that they be reported. Mr. Warfield also noted that he had cited a parliamentary maneuver rather than criticized the Commission for not informing the public of its return from a recess and observed that his question about other library departments proposed to leave the Main Library had been omitted. Mr. Ed Regan requested that his reported comments related to the potential impact on hours of declining revenues be omitted from his comments on the budget. An anonymous member of the public noted the completeness of the meeting’s recording, found a number of problems with and omissions in the Minutes, and commented that no public comment summary statements and nor any minutes since October 10th had been posted on the Library’s website. This person additionally noted that the Minutes did not report that the Commission had not only not informed the public when they returned to session from a recess but had according to the tape of the meeting failed to formally reconvene. This individual noted that their reported comments related to the Pledge of Allegiance had covered the main points of the comment.
Commissioner Chin joined the meeting at 4:18PM
Commission comment on AGENDA ITEM #1 APPROVAL OF THE MINUTES OF THE MEETING OF NOVEMBER 7, 2001.
President Higueras noted that the Library Commission minutes in general made a very fair effort to report what had occurred at its meetings. He noted that a verbatim record of the Commission meetings are found on the meeting tapes.
MOTION: by Commissioner Coulter, seconded by Commissioner Bautista for approval of the Minutes of November 7, 2001 with corrections to Mr. Regan’s remarks as noted.
ACTION: AYE 6-0 (Chin, Bautista, Coulter, Higueras, Streets, and Swig)
AGENDA ITEM #2 CITY LIBRARIAN"S REPORT
City Librarian Susan Hildreth introduced the new Deputy City Attorney Catharine Barnes replacing Deputy City Attorney Adine Varah who had been given a new assignment. The City Librarian noted that the Commission had expressed support for retaining its existing Internet Use Policy in the course of last month’s discussion of Supervisor Mark Leno’s ordinance prohibiting Internet filtering of most of the Library’s public access computers. Ms. Hildreth reported that all of the computers in the Main Library Children’s Center and branch children’s areas/rooms were now being prompted to open directly to the Library’s Kids Page. The City Librarian then discussed improvements being made to the Visitacion Valley Branch Library, while still in its current leased location that would provide significantly improved library service. Ms. Hildreth reported that this work would delay the reopening of the branch until January 2002.
Ms. Hildreth next discussed a planned Library Awareness campaign being sponsored by the Friends and Foundation of the San Francisco Public Library that is to be launched in the Spring of 2002. The City Librarian reported as free spaces had become available in 12 kiosk-advertising spaces throughout the City that some of the posters featuring book titles with the slogan "San Francisco Public Library, Thought Provoking "would appear this month.
PUBLIC COMMENT ON AGENDA ITEM #2 CITY LIBRARIAN’S REPORT
An anonymous member of the public welcomed Ms. Barnes, related an anecdote involving Deputy City Attorney Burk Delventhal, and suggested that she would get plenty of practice. This individual additionally commented on potential confusion between the identity of the Friends and Foundation and the Public Library, stating that they should be very distinct. This person noted that the Library was not the Friends and Foundation, but that the Library was a public agency.
COMMISSION COMMENT ON AGENDA ITEM #2 CITY LIBRARIAN"S REPORT
In response to a question by Commissioner Streets, the City Librarian indicated that the neighborhood children usually served by the Visitacion Valley Branch Library would have to use either the Bayview or Portola branch libraries until Visitacion Valley reopened in January.
AGENDA ITEM #3 CHILDREN’S LIBRARY ISSUES
City Librarian Susan Hildreth outlined for the Commission proposed guidelines (copy attached) that would address a number of issues related to Children’s library cards. Ms. Hildreth discussed in detail the background issues that led staff to recommend clarification of the Library’s policy regarding access to information about materials checked out by children under the age of 12 to a parent or guardian. The City Librarian informed the Commissioners concerning the process that would be used to implement the new guidelines so that the parent or guardian of a child under 12 could receive information about what materials had been checked out by the child. Ms Hildreth suggested so that parents had requested that staff provide them with this information that they could identify library materials borrowed by their child to help find and return them when due. Ms. Hildreth reported that in order to receive the information a person would have to be identified as the parent or guardian who authorized issuance of the card for the child; a parent or guardian who presented the child’s library card; or a parent or guardian who was accompanied by the child who requested the information. The City Librarian reported that there were no fines for any borrowed children’s materials.
PUBLIC COMMENT ON AGENDA ITEM #3 CHILDREN’S LIBRARY ISSUES
An anonymous member of the public made a reference to a statement by author Stephen King that recommended that children should read those things in the library that their parents would not want them to read. The anonymous member of the public noted the worthy purpose of the proposed change, expressed concern with the "slippery slope" that release of some children’s library information might constitute, and concluded reminding the Commissioners that children should have a place in the library where their parents would not be looking over their shoulder. Mr. Ed Regan requested clarification regarding if fines were charged to teens and was informed by the City Librarian that no fines are charged for children or teens.
COMMISSION COMMENT ON AGENDA ITEM #3 CHILDREN’S LIBRARY ISSUES
In response to a query by Commissioner Coulter, Ms. Toni Bernardi, Library Chief of Children and Youth Services explained that the existing policy created many difficulties for parents of small children who simply wanted to find out what materials had been checked out so that they could identify and return them and that it was a frequent issue. Ms. Bernardi emphasized that the new guidelines allowing sharing this information were only for children under 12 and that this information would not be made available about materials borrowed by teen patrons. Ms. Hildreth informed the Commissioners that the proposed guidelines were similar to those used by other library systems such as the San Jose, Oakland, and Alameda Public Libraries. In response to questions by Commissioners Swig and Streets, the City Librarian noted that a process would be developed so that the person requesting the information would be required to identify themselves and that only information about items checked out, not personal information such as home address, would be made available. Commissioner Chin noted that this change made sense and would be especially helpful to parents with limited English language ability to help them identify and return materials their children had borrowed. The City Librarian commented that this policy sought to balance fairly the need to help parents identify and return materials borrowed by their children with the library’s commitment to patron privacy. Ms. Hildreth reaffirmed Ms. Bernardi’s comment that this information would not be available on materials borrowed by those 13 and over in any circumstances. In response to a question by President Higueras, Ms. Hildreth recommended that the Library Commission approve the proposed guidelines as submitted, noting that she would keep the Commissioner’s informed as they were implemented.
MOTION: by Commissioner Chin, seconded by Commissioner Bautista for approval of the proposed guidelines on Children’s Library use.
ACTION: AYE 6-0 (Bautista, Chin, Coulter, Higueras, Streets, and Swig)
AGENDA ITEM # 4 LIBRARY BUDGET PLANNING REPORT
Library Finance Director George Nichols began his report by introducing and thanking Ms. Myrna Lopez, until recently the Mayor’s Budget Office liaison to the Library. He then introduced her successor, Mr. Kieu-Anh King, the new Mayor’s Budget Office analyst assigned to the Library. Mr. Nichols next provided the Commissioners with a very detailed report concerning the status of expected library revenues and various proposals for the Library’s 2002/03 Budget (copy attached) based on the new Mayor’s Budget Instructions which had been issued since his report to the Commission on the budget in November. Mr. Nichols reported the current revenue level as $51.7 million, composed of $19.8 million from property taxes and $31.9 in general Fund baseline revenues.
Mr. Nichols reported that while the overall city budget faced an estimated $175 million shortfall, he expected that the Library could absorb most of the salary and fringe benefits costs increases within its current budget proposal and identify those areas where reductions could be made should a 10% budget reduction be required. The Library Finance Director outlined the expected timeline for the budget preparation and approval process that would occur in the next several months. Mr. Nichols noted that he would bring the proposed 2002/03 budget to the Library Commission for its review and approval at its January meeting. Mr. Nichols reported that the Library was in good financial condition, able to absorb expected costs within its proposed budget and maintain a reasonable reserve. Mr. Nichols discussed the rational for keeping some funds to operate the Tool Lending Center in the Library’s budget. The Finance Director reported that the proposed citywide 10% General Fund related budget cut would less severely impact the Library as the funding mechanism embodied in Prop. E (Library Preservation Fund) provided support for maintaining library programs in lean times. Mr. Nichols discussed in detail the expected revenue picture and discussed 13 identified priorities for non-baseline expenditures that might be considered by the Commissioners. The Library Finance Director reported that while the General Fund revenue shortfall was real, that the Library share of the increase in property tax values would slightly increase, balancing other loses.
Mr. Nichols proposed to develop these proposals further with input from the Commissioners, recommend adoption of a 2002/03 Library Budget by the Commission at its January meeting, and report back to the Commission on the Mayor’s Budget Office response to the proposed budget at the February Commission meeting.
Public comment on Agenda Item #4 LIBRARY BUDGET PLANNING REPORT
Mr. Peter Warfield found the proposed budget sadly lacking in funding for books and hours, and that despite significant increases to library funding under Prop. E (Library Preservation Fund) there had not been enough increases in funding for books and hours. Mr. Warfield urged the Library Commissioners to give books, hours, and more space for books priority in the budget. An anonymous member of the public commented that inclusion of funding for the Tool Lending Center challenged the credability of the Library budget process. The anonymous member of the public suggested that this was a political issue with political ramifications as everything else in the budget and that a downturn should direct the library back to basics. Mr. Ed Regan echoed previous speaker’s calls for more books and hours and asked that gaps in the library’s non-fiction collections be closed.
COMMISSION COMMENT ON AGENDA ITEM #4 LIBRARY BUDGET PLANNING REPORT
In response to comments and questions by President Higueras and Commissioners Bautista, Chin, and Streets, Mr. Nichols and the City Librarian discussed at some length the situation regarding continued library funding for the Tool Lending Center. Mr. Nichols recommended that as the economic future was uncertain that it would be most prudent for the library to continue gear its budget to addressing a few one time projects and maintaining the current levels of services. Commissioner Streets requested that staff prepare a breakout report on the revenues derived from residential and commercial property taxes. Commissioner Streets recommended that Mr. Nichols consider future budgets as if there would be a 10% reduction and other future reductions that could impact the Library’s ability to provide services. She urged taking a long view concerning how to prepare future library budgets in difficult economic times.
AGENDA ITEM #5 MAIN LIBRARY POE REPORT
The City Librarian reminded the Commissioners that discussion of some of the Post Occupancy Evaluation (POE) Report issues had been continued from a previous meeting so that President Higueras could participate in the discussion. Ms. Hildreth discussed a report (copy attached) addressing the item by item list of 19 recommendations made in the POE Report, discussed the likely timeline for addressing each issue, and discussed in some detail the likely costs for each project. Ms. Hildreth noted that the POE Report offered the Library many options for improvements to the Main Library but should not be viewed as a mandated blueprint for future decisions. The City Librarian next described in detail the differences between the POE Report’s proposals and costs for proposed POE Report fixes and the likely cost of improvements that the Library might actually decide to undertake. Ms. Hildreth reported that Simon Martin Vegue Winklestein Moris (SMWM), the Main Library’s local partner architects, had agreed to provide advice to library staff concerning changes in the building spaces and finishes. Ms. Hildreth outlined various options under consideration for the relocation of Tech Services to a new 25 to 30,000 sq. ft. facility, efforts to define how to best expend Prop A (Branch Library Improvement Bond) funds to create a System-wide Support Services Center and improve and consider uses for Brooks Hall, and to consider options for bridging the second floor. Ms. Hildreth noted that the Friends and Foundation would be relocating their offices by June 2004. Ms. Hildreth then discussed the staff’s response to the POE recommendations related to library staff operations issues such as improvements in the rate of return of materials to the shelves, improvements to the loading dock, and other lesser facilities and maintenance concerns. The City Librarian then discussed improvements proposed for the 1st Floor rest rooms and fire door improvements.
Ms. Hildreth explained that the information in her report reflected the way in which the issues were addressed in the POE (Post Occupancy Evaluation) Report to facilitate matching recommendations with staff’s proposed response. The City Librarian then outlined several POE recommendations on various floors that staff was considering as either alternative responses or not taking steps to address in the near future. Next, the City Librarian discussed in detail a preliminary timeline sheet that outlined various proposed POE related projects over the next few years.
PUBLIC COMMENT ON AGENDA ITEM #5 MAIN LIBRARY POE REPORT
Mr. Peter Warfield noted that the POE Report found the Main Library short of space for books and that the proposed improvements had no priority for and did little to create additional space for books. Mr. Warfield noted that a number of other issues raised in the POE Report were not addressed. Mr. Warfield further observed that the issue of more space for books was not being addressed.
COMMISSION COMMENT ON AGENDA ITEM #5 MAIN LIBRARY POE REPORT
President Higueras commented that this plan reflected a serious effort to respond to the problems identified in the POE. President Higueras noted that just because a POE recommendation was not being addressed in this plan did not mean that it could not be taken up in the future. He then pointed out that, while doing all of the POE (Post Occupancy Evaluation) Report recommendations totaled $28 million, the real cost of improvements that the library might undertake over many years could be less. Ms. Hildreth noted that the Main Library staff had made major strides in managing and better making available the collections in the building. In response to a question by Commission Swig, Ms. Lawhun informed the Commissioner that the dot.com companies which had proposed to provide way finding and e-mail access terminals pro bono for the Main Library had gone out of business. In response to questions by Commission Streets, the City Librarian discussed how she proposed to manage both the POE related projects as well as the great many Prop. A (Branch Library Improvement Bond) program projects. Finally, in response to a query from Commissioner Bautista, Ms. Hildreth explained the activities going on in and current arrangements governing the multiple users of Brooks Hall.
President Higueras called for a brief recess at 6:15PM
The Commission returned to session at 6:22PM
AGENDA ITEM #6 RESOLUTION HONORING DALE CARLSON
President Higueras noted the important contributions which former Library Commissioner and President of the Friends and Foundation of the San Francisco Public Library Dale Carlson had made and then asked Commissioner Coulter to amplify the many reasons why the Commission wished to recognize his decades of leadership and support for the Library. Commissioner Coulter recalled Mr. Carlson’s appointment to the Library Commission in 1988 by former Mayor Art Agnos and discussed his extensive leadership in the campaigns for Prop. A (Main Library Bond) a $109 million bond to build the Main Library, Prop. E (Library Preservation Fund) which increased the Library’s annual budget from $18 million to $54 million, and most recently, Prop. A (Branch Library Improvement Bond) which provided $106 million for branch library improvement, renovation, and new construction. Commissioner Coulter noted that Mr. Carlson had raised more than $215 million dollars during his years of service as a Commissioner and as President of the Friends and Foundation to dramatically improve library service for the people of San Francisco. President Higueras further noted that the California Library Association (CLA) had recognized Mr. Carlson with its President’s Award for 2001 as California’s outstanding library trustee.
PUBLIC COMMENT ON AGENDA ITEM #6 RESOLUTION HONORING DALE CARLSON
None offered.
COMMISSION COMMENT ON AGENDA ITEM #6 RESOLUTION HONORING DALE CARLSON
Commissioner Chin saluted Mr. Carlson’s decades of leadership in the community. Commissioner Bautista recognized Mr. Carlson’s optimistic spirit and generous support for the Library.
MOTION: by Commissioner Chin, seconded by Commissioner Swig to approve the proposed resolution honoring Mr. Carlson
ACTION: AYE 6-0 (Bautista, Chin, Coulter, Higueras, Streets, and Swig)
Mr. Carlson thanked the Commissioners for their kind words, noting that he had greatly enjoyed working with the Commission, the Friends and Foundation, and with the library’s many friends in the community. Mr. Carlson also called attention to the very great contributions of civic and community leaders such as Mrs. Marjorie Stern, Charlotte Schultz and the late Mel Swig, and Commissioner Steve Coulter who had done so much to make the San Francisco Public Library the great institution that it has become.
Commissioner Streets left the meeting at 6:32PM.
AGENDA ITEM #7 UNION REPORT
None offered
AGENDA ITEM # 8 NEW BUSINESS
Commissioner Bautista inquired regarding the status of SAT preparation programs at the Library and was informed by the City Librarian that the grant funding which had supported these classes had been expended and the current program completed.
The number of members of the public who spoke anonymously at this meeting. 1
Public comment on Agenda item #8 NEW BUSINESS
Mr. Ed Regan requested that Library public service hours be expanded from 6AM until Midnight 7 days per week, that the Library create an encyclopedia and dictionary center in the Main Library, and that manually operated elevators be installed in the Main Library. Mr. Regan also suggested that outside fire escapes be installed at the Main Library as well.
Agenda item #9 PUBLIC COMMENT
An anonymous member of the public commented on Mr. Carlson’s remarks upon being recognized by the Commission. This anonymous member of the public then discussed promises made when the Main Library was being built, recalling a draft document dated December 31, 1991 identified as a public library 10 year plan. This person called particular attention to two provisions; #4 concerning collection development that proposed doubling the library’s book collections and another point outlining three types of library facilities which the public library system proposed to provide. This person suggested that the Commission reflect on whether this compact with the people of San Francisco had been kept. Mr. Peter Warfield requested that the Commission give more attention to increasing the number of books and the amount of space available for books in the libraries. Mr. Warfield noted that voters had made more books and hours their highest priorities. Mr. Warfield requested specific goals and objectives for books and hours be included in the budget and POE related plans. Mr. Warfield felt that books and materials had been slighted in the meeting’s discussions and that the Commissioners should do more to increase books and hours
Commissioner Coulter pointed out that the document referenced by the anonymous member of the public was a draft that had never been adopted by the Library Commission.
Agenda Item #10 EMPLOYEE EVALUATION CLOSED SESSION
(Commission Secretary Michael Housh performance evaluation)
Public comment on Agenda Item #10 EMPLOYEE EVALUATION CLOSED SESSION
An anonymous member of the public noted that they would remain until the Commission returns and reports on its closed session and adjournment of the meeting.
The Library Commission went into closed session at 6:42PM
Commissioner Swig left the meeting during the closed session
The Library Commission returned to open session at 7:35PM.
2nd Public comment on Agenda Item #10 EMPLOYEE EVALUATION CLOSED SESSION
Mr. Peter Warfield thanked the City Librarian for informing the members of the public that the Commission was returning to open session.
MOTION: By Commissioner Coulter, 2nd by Commissioner Bautista not to disclose the matters discussed during the closed session.
ACTION: AYE 4-0 (Bautista, Chin, Coulter, and Higueras)
ADJOURNMENT
MOTION: by Commissioner Bautista, seconded by Commissioner Chin that the meeting be adjourned
Public comment on Agenda item #12 ADJOURNMENT
None offered
ACTION: AYE 4-0 (Bautista, Chin, Coulter, and Higueras)
The meeting was adjourned at 7:36PM.
Michael Housh, Commission Secretary 12/18/01
The number of members of the public who spoke anonymously at this meeting. 1
Please note: These are draft minutes subject to revision by the Library Commission. Copies of Commission Minutes and handouts are available in the Office of the Commission Secretary, 100 Larkin Street, San Francisco, CA 94102
Copies of Public Comment Summary Statements as authorized by San Francisco Administrative Code Section 67.16 can be found in Appendix A. These summary statements are provided by the speaker and their contents are neither generated by, nor subject to approval or verification of accuracy by, the San Francisco Public Library Commission.
Appendix A
The Public Comment Summary Statements included in these Minutes are authorized by San Francisco Administrative Code Section 67.16..
These summary statements are provided by the speaker. Their contents are neither generated by, nor subject to approval or verification of accuracy by, the San Francisco Public Library Commission.
The number of members of the public who spoke anonymously at this meeting. 1